Facilities Management Assistant

Org. Setting and Reporting

This position is located in the Planning, Design and Construction Section (PDCS), Facilities and Commercial Activities Service (FCAS) of the Division of Administration (DOA), Department of Operational Support (DOS) at Headquarters. The incumbent reports to the Chief of PDCS.

The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, gift shop and the United Nations Postal Administration.

Responsibilities

Under the overall supervision of the Chief of Planning, Design and Construction Section (PDCS), the incumbent will be responsible for the following duties:

•Evaluates the functional needs of requesting departments in terms of space allocations and accommodation; formulates plans and makes necessary arrangements for the execution of such plans.
•Audits the existing and the proposed workplace assigned to requesting departments in order to evaluate the appropriateness of the request.
•Determines appropriate space allocation required in order to meet the requests of the requesting department in terms of meeting room, workstations, equipment, mail room, copier room.
•Prepares construction drawings using Auto CAD (Computer Aided Design), outlining the scope of each trade's work, preparing specifications when required for alterations and improvements of the UN Headquarters complex and outside premises.
•Prepares presentation of proposals for efficient space distribution to the department and the executive office for approval.
•Coordinates office moves: sets up moving schedules, issues moving work-orders, informs security, transportation and elevator services of these moves.
•Prepares projects on computerized system and supervises the project from inception through completion.
•Constantly updates the records and drawings in the relevant facilities management system (databases) to reflect all changes for future reference.
•Prepares and issues work orders and construction documents including appropriate technical data for shops and follows up on the development of the work until completion.
•Inspects areas of the complex to ensure use and maintenance of safety standards and equipment.
•Coordinates construction projects and liaises with shops or contractors and operation section, identifying construction problems and providing solutions.
•Reviews contractors' invoices and assists with cost recovery as required.
•Surveys areas to be developed: location of partitions, telephones, electrical and LAN outlets, common equipment and finalizes proposals for implementation of work.
•Coordinates, monitors and supervises work performed by contractors to ensure adherence to work schedule and guidelines.
•Supervises the commissioning of the work and testing of any new systems, if necessary, in coordination with Safety & Security.
•Ensures the submittal of complete shop drawings and operation manuals when necessary.
•Validates requests for installation or removal of telephones and electrical outlets.
•Maintains and updates plans and drawings used as reference information by the unit.
•Compiles documentary evidence on accidents.
•Ensures that projects meet safety and security standards by reviewing them with designated Safety and Security officials.
•Performs other duties as required.

Competencies

Professionalism: Knowledge of facilities management and coordination of construction projects; knowledge of construction materials and construction techniques; ability to read and interpret architectural floor plans as well as ability to apply this knowledge in preparing drawings and specifications; ability to work independently or with minimum supervision. Knowledge of the Organization's rules and regulations as they pertain to building management and of industry codes and standards. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of five (5) years of experience in the area of facilities management, building management, engineering, architecture, administrative services or related area is required.
Experience in the use of computer tools and software such as Microsoft, Word, Excel, Powerpoint is required.
Experience in architecture-related drafting, Computer Aided Design (CAD), and construction disciplines is required.
Experience in Computer-aided Facility Management (CAFM) is desirable.
Experience with the implementation of a Flexible Work Space Management is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

Appointment or assignment against this position is for an initial period of one year starting no earlier than November 1st 2021.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.